Employee Tasks

HR specialists can assign tasks to employees, for example, in order to fulfill an HR request or conduct a survey by means of an HR form. The main information about tasks is stored in the Employee Tasks (hrm_employee_task) table. Tasks consist of HR subtasks, the information about which is stored in the HRM Subtasks (hrm_subtask) table.

Employee tasks

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Roles required:

• Create – hrm_agent, hrm_supervisor.
• Read – hrm_agent, hrm_supervisor, agent interface users can view the tasks assigned to them and the tasks for which they do subtasks; users assigned as approvers for the tasks.
• Update – hrm_agent, hrm_supervisor, agent interface users can edit the tasks assigned to them.
• Delete – hrm_admin.

Create an employee task

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To create an employee task, complete the steps below:

1. In the agent interface, navigate to Human Resource Management → HR Task Management → Employee Tasks.
2. Click New in the upper-left corner of the page and complete the required fields.
3. Click Save or Save and exit to apply the changes.

Employee Task form fields

Field	Mandatory	Description
State	N	The field is populated automatically. Possible values: Draft New Assigned In progress Completed Canceled
Category	N	Specify the task category. Typical categories might be titled as Selection and Recruitment, Documentation, Onboarding and Adaptation, Document management, and Corporate Training.
Caller	Y	The field is populated automatically with the name of the current user.
Subject	Y	Specify the task subject.
Description	N	Specify the task description.
Assignment group	Y/N	Specify a group to be responsible for the task. The field is not mandatory if the Assigned user field is populated.
Assigned user	Y/N	Specify an employee to be responsible for the task. The field is not mandatory if the Assignment group field is populated.
Approval required	N	Select the checkbox if the task needs to be checked. The checkbox is cleared by default.
Discussion	N	Leave a comment with additional information about the task.

Related lists

Subtasks – the list contains the subtasks that must be fulfilled to complete the current task.

HR task control

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To change the task state, use the buttons in the upper-right corner of the form, if not specified otherwise.

To control a task, in the agent interface, navigate to Human Resource Management → HR Task Management → Employee Tasks and open the required record.

UI action	Description
Add subtask	Click to add a subtask to the current task. Fill in all the required fields in the modal window that opens and click Add. The Add subtask button is located at the bottom of the page in the Subtasks related list and is available on the task forms in all states except Completed and Canceled.
Ready to start	Click to change the task state to New. The button is available on the task forms in the Draft state.
Assign to me	Click to assign the task to the current user. The task state changes from New to Assigned, and the Assigned user field gets populated automatically with the name of the current user. The button is available on the task forms in the New state.
Reassign	Click to reassign the task to another user. Fill in the required fields in the modal window that opens and click Reassign to confirm the action or click Back to cancel the changes. The button is available on the task forms in the Assigned state to the user specified in the Assigned user field, their managers, and users with the hrm_manager role.
Start work	Click to start working on the task. The task state changes to In progress. The button is available on the task forms in the Assigned state.
Complete	Click to complete the task. The button is available on the task form in the In progress state if the related subtasks are in the Completed or Canceled state.
Cancel	Click to cancel the task. The button is available on the task form in the New and Assigned states.

HRM subtasks

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Roles required:

• Create – hrm_agent.
• Read – hrm_agent, hrm_supervisor; agent interface users can view the subtasks assigned to them and the subtasks created for the tasks assigned to them; users assigned as approvers for the subtasks.
• Update – hrm_admin; agent interface users can edit the subtasks assigned to them and the subtasks created for the tasks assigned to them; users assigned as approvers for the subtasks.
• Delete – hrm_admin.

Create an HR subtask

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We recommend using the Add subtask modal window on the Employee Tasks (hrm_employee_task) form to create subtasks for HR tasks. To create a subtask, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → HR Task Management → Employee Tasks.
2. Open the required task form that needs a subtask to be created and go to the Subtasks related list.
3. Click Add subtask and fill in the required fields in the modal window that opens.
4. Click Add to apply the changes.

Add subtask modal window fields

Field	Mandatory	Description
Subject	Y	Specify the subtask subject.
Description	N	Specify the subtask description.
Assign to	Y	Specify who you want to be responsible for the subtask. Available options: --None-- – default value User assigned to the task Manager of the user assigned to the task User, group, or selection
Assigned user	Y/N	Specify an employee to be responsible for the subtask. The field is not mandatory if the Assignment group or Assigned selection field is populated.
Assignment group	Y/N	Specify a group to be responsible for the subtask after creating the record. The field is not mandatory if the Assigned user or Assigned selection field is populated.
Assigned selection	Y/N	Specify a selection of employees to be responsible for the subtask after creating the record. Every employee on the selection will get a separate subtask. The field is not mandatory if the Assigned user or Assignment group field is populated.
Deadline	N	Specify the date no later than which the subtask must be completed.

Use the attachment window to upload files related to the record. To add your files, drag and drop them into the attachment window, or click Upload from your device and add files via the file manager.

HR subtask control

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You can control an employee's subtask by switching the values in the State field. To do so, complete the following steps:

1. In the agent interface, navigate to Human Resource Management → HR Task Management → Subtasks and open the required record.
2. Select the required value in the State field.
3. Click Save or Save and exit to apply the changes.

HR subtask states

State	Description	Available transitions
New	The subtask is assigned to a user and is waiting to be started.	In progress Canceled
In progress	The assigned user is working on the subtask.	Pending approval Completed
Pending approval	The work on the subtask is done and needs to be approved. The state is available if the Approval required checkbox was selected when creating the subtask.	Canceled Completed
Rejected	An approver has reviewed the work and sent it back for revision.	In progress
Completed	An approver has reviewed and accepted the work.	Not available
Canceled	The new subtask has been canceled.	Not available